IJA Board Meeting- May 21, 2008

1. CALL TO ORDER: Chair Don Lewis called the meeting to order at 8:05 p.m. EDT.

2. ROLL:
Present: Don Lewis, Chair; Sandy Brown, Kim Laird, John Satriano, Chuck Hawley, Jerry Martin, Will Penman (board members), Janelle Hawley (Recording Secretary), Martin Frost (Communications Director), Dr. Len Young (Parliamentarian)

3. APPROVAL OF AGENDA: Kim Laird moved to approve the agenda - agenda was passed by unanimous consent

4. MOTION:
Don Lewis recommended the Board and invited guests (Dr. Len Young & Janelle Hawley) move into Executive Session because of the sensitive nature of the business to be discussed.

There was no objection from the Board about moving into Executive Session.
Don Lewis moved the Board into Executive Session.

The Board exited the Executive Session at 8:57 p.m. EDT.
Will Penman (Board Member) and Dr. Len Young (Parliamentarian) did not return to the General Board meeting at 8:57 p.m. EDT
Martin Frost joined the General Board meeting at 9:01p.m. EDT

5. PREVIOUS MINUTES: Kim Laird moved to approve the minutes from the April 16, 2008 meeting - minutes passed by unanimous consent

6. REPORTS:
Membership (Jim Maxwell via email) - The current IJA membership number is 1604.

Store (Sandy Brown) - The inventory is being calculated and the results will be sent on to Holly and Don. The store is selling 2007 Festival DVD's and t-shirts.

Video (John Satriano) - The conversion project is on track and is moving along.

Competition Group (Chuck Hawley) - The scoring sheet and test DVD are finished. The stage hands to help with the show have been assigned. Chuck will be contacting judges, scorekeepers, and timers. No video entries have been received yet.

eNewsletter (Don Lewis) - It will be the election issue. It will also contain competition information, workshops, World Juggling Day information, and other Festival Information. The deadline for Festival pre-registration is June 15th.

World Juggling Day (Dean Wicklund & Barry Rappaport via Kim Laird) - A t-shirt design has been completed. The design will be put on the website by this weekend so people can order shirts. They would like to start mailing t-shirts out on May 30th. There is no list of prizes on the website. The t-shirts will be selling for $10

Bylaw Committee (Kim Laird) - The membership seems pretty content with the current bylaws. The committee has not been responsive. A discussion at the festival might be more helpful than going back and forth online.

7. CONTINUING BUSINESS:
7a. In the last meeting the following motion was tabled for further discussion:
Motion: Don Lewis moved that the IJA roster be changed from a protected PDF format, to an unprotected format as a convenience to members.

Discussion: The change is still being talked about on the forum. Until there is an email policy in place, it would be best to wait on making a decision on the motion. The Board will give it a few more weeks to be discussed on the forum. There is an intention to decide on the motion at the next meeting or vote on it at the Annual Meeting.

8. NEW BUSINESS:
8a. John Satriano recommends the Board adopt the following plan for the 2008 Festival Videos:

1) Jay Ko will act as primary videographer, shooting the entire festival on a volunteer basis. He will act as an operator during the theater shows. The IJA will reimburse him for his travel, hotel and tape expenses.

2) Jon Hickey will act as theater videographer and record a 3 camera shoot of the Youth Showcase / Juniors' Championships, Teams / Individuals Championships and the Cascade of Stars.

3) Ivan Pecel will act as Producer, creating the various festival DVDs from all the footage.

Discussion: Jay Ko will be the main cameraman filming the festival. He will be in the gym, at joggling, and filming the afternoon shows. The other cameraman will be Jon Hickey. He has worked with Bill Bahr on producing his juggling video. He provide a 3 camera shoot in the theatre for the evening shows. Ivan Pecel will receive all the footage from the festival and edit it together for the video. It will be slightly more expensive, a little less then 10%, then the past, but that is for a 3 camera shoot and multiple people involved in the project.

See contract details below.

Motion is passed.

8b. The forums are still discussing an email policy if the IJA roster would become an unprotected format. The discussion remains to be somewhat uncertain about how to handle it. The Board will continue the discussion at the next meeting.

8c. The magazine contract deadline is approaching and discussion needs to start now to head off any potential problems. There are six issues left to publish on the current contract. The post on the forum got very little attention from members. It would be a good idea to have samples of new magazine options available at the festival for members to view and comment on. A committee should be formed to review a timeline and review all possible options.

8. NEXT MEETING: Next regular BOD meeting will be held on June 25, 2008 at 8:00 p.m. EDT.

9. ADJOURNMENT: John Satriano moved to adjourn the meeting at 9:32 p.m. EDT.

Respectfully submitted by Janelle Hawley.

IJA DVD PRODUCTION CONTRACT 2008

2008 DVD production of IJA festival in Lexington, KY Monday, July 14, 2008 through Sunday, July 20, 2008 (inclusive) This is an agreement by and between Ivan Pecel (IP) and THE INTERNATIONAL JUGGLERS' ASSOCIATION (IJA), a Delaware non-stock corporation, of mailing address: PO Box 7307, Austin, TX 78713-7307, USA.

IP responsibilities:

1. Create a two DVD set (CHAMPIONSHIPS/HIGHLIGHTS) consisting of highlights of the festival including, but not limited to, the juggling floor, workshops and stage shows, as well as all acts appearing in the Individuals, Teams and Juniors Championships (space permitting).

2. Use royalty free music exclusively on CHAMPIONSHIPS/HIGHLIGHTS DVDs, except where IJA has furnished proof of publishing rights for competitors' music.

3. Create a NUMBERS CHAMPIONSHIPS video with minimal post production work for official record purposes.

4. Create WELCOME SHOW and CASCADE OF STARS videos with minimal post production work.

5. Complete post-production work under the advice and consent of the IJA as to content and outline.

6. Deliver completed masters of CHAMPIONSHIPS/HIGHLIGHTS DVDs to replication house.

7. Meet all deadlines as outlined in PROJECT DEADLINES schedule.

8. Accomplish these PROJECTS at his own expense such that all expenses other than those outlined in IJA RESPONSIBILITIES paragraph below, are to be "out of pocket" expenses to IP.

IJA responsibilities:

1. Provide raw video in Mini-DV format from all festival events by July 31, 2008.

2. Obtain video releases from all participants, and notify IP of any performers who are not covered by the video release or have placed restrictions on video rights.

3. Furnish music rights, if available, from competitors for music used in competitions.

4. Meet all deadlines as outlined in PAYMENT AND SCHEDULE section.

5. The IJA agrees to indemnify IP against all liability and expenses caused by claims for infringement of copyright or rights of privacy or publicity based on the reproduction or distribution of a recording as authorized by this agreement.

MISCELLANEOUS

1. All video shot during the 2008 IJA Festival, and all resulting raw footage masters and PROJECTS are the property of the IJA, and the IJA is, and will be, the owner of the copyright and all other rights in and to these PROJECTS subject to such rights, if any, as may have been retained by the performers.

2. All tapes are to be returned to the IJA upon completion of the project including all raw footage and masters.

3. IP may include portions of the IJA festival footage in his demo or self-promotion tapes.

4. All orders for video and DVDs will be solicited through the IJA offices and none will be made to or by IP.

PAYMENT AND SCHEDULE

1. The IJA will pay IP $6500.00. Fifty percent within two days upon completion and delivery of final product to replication house and fifty percent within thirty days of said delivery.

PROJECT SCHEDULE DEADLINE NOTE: All dates in this section are subject to change only by (a) events outside of the control of IP, including strikes, failure of suppliers to meet contracted schedules, and the like, and or (b) by mutual written agreement of both parties, IP and the IJA. Any changes to the video requested the IJA beyond those laid out in the following schedule will add one week per revision to the related deadline without penalty to IP.

1. CHAMPIONSHIPS/HIGHLIGHTS: The first draft will be submitted for IJA approval by delivery to the IJA Video Coordinator no later than October 1, 2008 and the IJA will approve or request any changes within ten days of receipt.

2. CHAMPIONSHIPS/HIGHLIGHTS: The completed PROJECT will be delivered to the IJA no later than November 1, 2008.

3. NUMBERS CHAMPIONSHIPS: The completed PROJECT will be delivered to the IJA no later than October 15, 2008.

4. WELCOME SHOW and CASCADE OF STARS: The completed PROJECTS will be delivered to the IJA no later than November 1, 2008.

5. If the above mentioned deadlines are not met, IP will forfeit ten percent of his fee. This penalty will compound weekly (i.e. ten percent for week one over deadline, twenty percent for week two, thirty percent for week three, etc.) until the final PROJECTS are delivered (in a final form that is satisfactory to the IJA) to the IJA's assigned representative. However, IP will not be held liable for any deadlines which are not met due to any actions by the IJA as noted above.

__________________________________ Date:_______________
Ivan Pecel
(Address)

__________________________________ Date:_______________
IJA Representative IJA VIDEO RECORDING CONTRACT 2008

2008 IJA Video Recording in Lexington, KY Monday, July 14, 2008 through Sunday, July 20, 2008 (inclusive) This is an agreement by and between Jon Hickey (JH) and THE INTERNATIONAL JUGGLERS' ASSOCIATION (IJA), a Delaware non-stock corporation, of mailing address: PO Box 7307, Austin, TX 78713-7307, USA.

JH responsibilities:

1. Create digital video recordings of the Youth Showcase / Junior's Championships, Individual Championships, and Cascade of Stars shows during the 2008 IJA festival in Lexington, KY.

2. Videotape shows with three identical cameras. One camera will be pre-positioned and static while the other two are manned by operators.

3. Create recordings in NTSC 4:3 format.

4. Create digital audio recordings from the ambient sound in the theater as well as a direct recording from the soundboard.

5. Deliver all raw video on Mini-DV tapes. Video will be in original, uncompressed format.

6. Meet all deadlines as outlined in PAYMENTS AND SCHEDULES section.

7. Accomplish these PROJECTS at his own expense such that all expenses other than those outlined in IJA RESPONSIBILITIES paragraph below, are to be "out of pocket" expenses to JH.

IJA responsibilities:

1. Provide one All Events Package (AEP) for JH.

2. Provide secure storage space for all equipment.

3. Meet all deadlines as outlined in PAYMENTS AND SCHEDULES section.

4. The IJA agrees to indemnify JH against all liability and expenses caused by claims for infringement of copyright or rights of privacy or publicity based on the making of a recording authorized by this agreement.

MISCELLANEOUS

1. All videotape associated with the aforementioned shows shot by JH during the 2008 IJA Festival, and all resulting raw footage are the property of the IJA, and the IJA is, and will be, the owner of the copyright and all other rights in and to these PROJECTS subject to such rights, if any, as may have been retained by the performers.

2. JH may include portions of the IJA Festival footage in his demo or self-promotion tapes.

PAYMENT AND SCHEDULE

1. JH will deliver all video to the IJA or its authorized agent by July 31, 2008. If this deadline is not met JH will forfeit ten percent of his fee each week until delivery is met.

2. The IJA will pay JH $3500.00 in 2 payments, an initial down payment of $1500 made by June 1st 2008 and the balance ($2000) within 15 days upon delivery of all video.

__________________________________ Date:_______________
Jon Hickey
(Address)

__________________________________ Date:_______________
IJA Representative